GUIDELINES for PIP ANNUAL MEET I NG March 4 8, 2016 SUMMER ACADEMY MEETING July 28 31, 2016 NON-CME PROMOTIONAL INFORMATION PROGRAM (PIP) APPLICATION
Companies may hold Promotional Information Programs (PIPs) in conjunction with the Academy s Annual and Summer Meetings. These informational programs will not be certified for CME credit as all content is under the control of the sponsoring company. The Academy will provide space in one of its contracted hotels and publicize these opportunities, clearly stating that the program and its content are neither developed nor approved by the Academy. As part of the right to hold agreement, the sponsoring companies will receive the complimentary use of one advance registrant mailing list (available approximately 4 weeks prior to the Meeting). The cost for the right to hold a non-cme Promotional Information Program at the Annual Meeting is $35,000 and at the Summer Academy Meeting is $15,000. To host a PIP at both meetings will result in a discount at $40,000. The fee paid will be included in a company s total support of the Academy for purposes of the AAD Corporate Partner Recognition Program. All food or beverage served at the program and any audio/visual requirements will be at the sponsoring company s expense and in accordance with its own compliance guidelines. All other expenses will also be incurred by the sponsoring company (including but not limited to earlier access to the meeting space, fee for not purchasing food & beverage, etc.). The following schedule of times is available for PIPs at the 2016 Annual Meeting and Summer Academy Meeting 2016: 2016 Annual Meeting Meeting space will be offered in hotels within the Academy hotel block, and will be at minimum 4,000 square feet. Access to the meeting space may be limited by its use for other events earlier in the day. The set-up for a PIP can typically begin at 2 p.m. on the day of the program. Other events will be permitted to be scheduled against the PIPs, such as reunions; however, historically, many are over by 7 p.m. Thursday, March 3...7-10 p.m. Friday, March 4...7-10 p.m. Saturday, March 5... 7-10 p.m. Sunday, March 6... 7-10 p.m. Summer Academy Meeting 2016 Meeting space will be provided in the headquarter hotel. The meeting space will be at minimum 3,500 square feet. Access to the meeting space may be limited by its use for other events earlier in the day. The set-up for a PIP can typically begin at 5:30 p.m. on the day of the program. Wednesday, July 27...7-10 p.m. Thursday, July 28...7-10 p.m. Friday, July 29... 7-10 p.m. Saturday, July 30... 7-10 p.m. The start time of 7 p.m. will mean there is at least a 1.5 hour window between any Academy CME certified activities and the PIP at both the Annual Meeting and Summer Academy Meeting. The earliest PIP programs are permitted to begin is at 7 p.m. PIP onsite registration may begin at 6:30 p.m. Guidelines for non-cme Promotional Information Program (PIP): Application / Reservations / Confirmation The application must go through the Academy s Community, Corporate, and Philanthropic Relations Department, keeping it separate and distinct from the Academy CME certified activities and their development, implementation and evaluation. Requests must include program topic and title, invited speakers and objectives. Final confirmed speakers must be sent to AAD for approval prior to publicizing the program. Reservations are accepted on a first come, first serve basis and will be date stamped. The reservation request requires a 1st, 2nd, 3rd and 4th choice of date. AAD reserves the right to accept or reject and to schedule (PIPs) in a way that best meets member and supporter needs. This will allow AAD to balance topics across dates and times, for example. All PIP sponsoring companies (and third-party companies) must adhere to the rules in the Exhibitor Prospectus. If additional meeting space/rooms are desired for events in conjunction with a PIP, the request must be made through the exhibitor function request process (see Exhibitor Resources on either Annual or Summer Academy Meeting websites). Content / Speakers Off label discussions are not permitted and the programming providers must certify that the PIP is compliant with FDA labeling and OIG guidance and relevant laws. Members of the AAD/A Board, officers, Scientific Assembly Committee, Council on Education & Maintenance of Certification and its Committees, and Annual Meeting or Summer Academy Meeting session directors are not eligible to participate as speakers at a PIP. PIP speakers may not repurpose a presentation on the same topic at a PIP and the AAD meeting during which the PIP is presented. It is recommended that the speaker complete the National Faculty Education Initiative at http://www.nfeinitiative.org/.
Guidelines continued: Third-Party Companies Third-party companies must work through the sponsoring company (particularly if they are an exhibitor) to procure additional assets to promote the PIP. For example, additional advance registration mailing lists and securing scanners for registration are available to exhibitors at an additional fee, and must be arranged via the Exhibitor Prospectus. Third-party companies must work with their sponsoring company to secure hotel rooms through the Academy s hotel block. Otherwise, they may secure rooms on their own outside the Academy s hotel block. All PIP sponsoring companies (and third-party companies) must adhere to the rules in the Exhibitor Prospectus. Payment Payment must be received 30 days prior to the PIP. The AAD will provide space for all PIPs as part of the right to hold fee. All other expenses will be incurred by the industry sponsor. The space will be comparable for all sponsoring companies. If the industry sponsor decides to pursue a space other than what is provided by the Academy, they may do so at their own expense and staff time, and must continue to the follow the guidelines laid out in this document and in the Exhibitor Prospectus. Meeting Room Logistics Sponsoring companies may be required to utilize service contractors identified by AAD. The sponsoring company may request specific meeting room set-up and food & beverage held during the three-hour program. However, the meeting room must be reset at the conclusion of the program to the original Academy specifications. Any pre- and post-setup/reset charges will be the responsibility of the sponsoring company. AAD Promotion of PIPs Any promotion of the PIPs that the Academy produces will promote PIPs as a whole and not single out any particular event on its own. AAD will provide signage located in high traffic areas within the meeting facility that will include the following information for all non-cme Promotional Information Programs: session name, date, time, location and name of sponsoring company. AAD will create a question under the FAQ/General Information section on the meeting website linking to a unique URL that will include information contained on the onsite signage (session name, date, time, location, and name of sponsoring company), as well as whether advance registration is preferred/required. AAD will have a PDF in the Annual Meeting App for the non-cme PIPs. AAD will send out at minimum two e-blasts to meeting pre-registrants with the information and artwork presented on the onsite signage. AAD will produce a notice of the non-cme PIPs in one Meeting News epreview, including link to the unique URL. Sponsoring Company Promotion of PIPs All promotional materials (mailings, door drops, flyers, postcards, websites, etc.) will need to be reviewed/approved by AAD Community, Corporate, and Philanthropic Relations staff (in addition to AAD Advertising staff, where advertising fees apply) prior to mailing/distribution. The sponsoring company may provide up to four (4) informational/directional signs to direct traffic to the assigned meeting room two hours prior to the start of the program. The informational/directional signs must be no more than 22 x 28 in size and sit on easels. Facility rules & guidelines on signage must be adhered to. The disclaimer statements must also be included (see below). The sponsoring company may also distribute flyers/postcards to promote the PIP from their booth in the exhibit hall. It is not permissible to leave and/or distribute flyers in public areas. As noted above, flyer/postcards/invitations/websites (as with any promotional material), must be reviewed/approved by AAD Community, Corporate, and Philanthropic Relations staff. One complimentary AAD advance registrant mailing list will be sent to the sponsor subsequent to the receipt of signed Sponsorship Agreement and review/approval of the mailing (list is available approximately 4 weeks prior to the Meeting). The sponsoring company is responsible for any advance and onsite registration for their program. Please note, if there is an interest in securing scanners for registration, this must be arranged via the Exhibitor Prospectus. Required Disclaimers The Academy name/logo may not be used, nor may any reference to the Academy s meetings, on marketing or other materials related to the PIP, as your PIP is a program independent of the Academy s Annual Meeting and/or Summer Academy Meeting. In addition, all materials, including promotional materials must contain the following disclaimer statements: 1. This program is independent and is not part of the official AAD Annual Meeting (or Summer Academy Meeting), as planned by its Scientific Assembly Committee. 2. This program does not qualify for Continuing Medical Education Credit (CME). Sponsoring companies must adhere to the policies and delineated requirements herein, or will be subject to cancellation of their PIP and may be prohibited from presenting future PIPs at Academy meetings.
For More Information Contact: Miriam St. Jon, MS Senior Manager, Corporate and Foundation Relations Phone: (847) 240-1401 Fax: (847) 240-1916 Email: mstjon@aad.org Or Fran Hackler Senior Project Specialist, Corporate and Foundation Relations Phone: (847) 240-1437 Fax: (847) 240-1916 Email: fhackler@aad.org Visit our Website at www.supportaad.org. 930 East Woodfield Road Schaumburg, Illinois 60173 Phone: (847) 330-0230 Fax: (847) 330-8907 Website: www.aad.org 15-694-CCP
NON-CME PROMOTIONAL INFORMATION PROGRAM APPLICATION Please return this application to Miriam St. Jon, MS, Senior Manager, Corporate and Foundation Relations, American Academy of Dermatology, via fax at (847) 240-1916 or email at mstjon@aad.org. Once approved, you will receive an invoice, which must be paid prior to the program. Deadline for 2016 Annual Meeting: NOVEMBER 30, 2015 Deadline for Summer Academy Meeting 2016: MAY 16, 2016 Company Name: Address: City: State: Zip: Contact Name/Title: Phone: E-mail: Session Title: Description: Speaker(s): (Members of the AAD/A Board, officers, Scientific Assembly Committee, Council on Education & Maintenance of Certification and its Committees, and Annual Meeting or Summer Academy Meeting session directors may not participate as speakers in, or as planners of a PIP. In addition, no speaker may repurpose a presentation on the same topic at a PIP and the AAD meeting during which the PIP is presented.) 2016 Annual Meeting Select in order of preference (1-4): Thursday, March 3... 7-10 p.m. Friday, March 4... 7-10 p.m. Saturday, March 5... 7-10 p.m. Sunday, March 6... 7-10 p.m. Summer Academy Meeting 2016 Select in order of preference (1-4): Wednesday, July 27... 7-10 p.m. Thursday, July 28... 7-10 p.m. Friday, July 29... 7-10 p.m. Saturday, July 30... 7-10 p.m. Every effort will be made to schedule your first date choice. Once your application is approved, you will receive a Sponsorship Agreement.